Responsibility
Limotec bvba is responsible for the data we collect and process for our own purposes. We’re committed to maintaining the security and privacy of the personal data we process, whether through our website or through our interactions with customers, prospects or industry partners. Whether we are supporting our customers or managing our own data, privacy and security are at the heart of our operations. Whilst we take appropriate measures in our own practices, security and privacy is at the core of our business operations, so it is imperative we operate in accordance and where possible above industry and regulatory requirements.
Key contacts
Should you wish to contact us in order to find out more about how we process personal data, exercise your rights, make a complaint to us or just discuss some of our practices then please contact us using the following details:
Post: Data Protection, Limotec BVBA Bosstraat 21, B-8570 Vichte Belgium.
Telefoon: +32 (0)56 650 660
Data retention
Limotec only processes personal data for as long as necessary to meet our legal obligations or where we have a legitimate business reason for keeping it. We review personal data on a case by case basis and document the period of retention for each.
For further information on how long Personal Data is likely to be kept before being removed from our systems and databases, please contact us on the details above.
Data we process and why
Fire, gas- &carbon monoxide detection systems
Although our core services do not revolve around collecting and processing personal data, we often process personal data as part of delivering our fire, gas and carbon monoxide detection systems to customers. This can range from our customer’s data or our customer’s, customer data. We do not collect personal data as a matter of course in these interactions, except for pre-contractual material and communications relating to individual pieces of work This work and subsequent processing of data is all done performed under a contract or with a view of entering into one, which Limotec bvba and our customers are subject to.
Data Types: address, name, email address, phone number, VAT number
Website enquiries
We have a Intervention Request page on this website, which allows individuals to ask for assistance. The Intervention Request form contains basic contact information and free text fields, allowing you to provide details of your enquiry. This data is processed under our legitimate Interests and only used to facilitate your enquiry.
Data Types: Name, telephone number, place, contract number
Employee administration
We process personal data to facilitate contracts of employment and provide our employees with employee benefits that are associated with working at Limotec bvba. Employees are provided with internal privacy information on how their data is processed but if you have previously worked with Limotec bvba, you are able to make a request via the contact details in the Key Contacts section above.
Data Types: Provided via internal privacy policy to employees.
Prospective customers
We process basic business contact information of prospective customers and opportunities, which may initially be collected via sales meetings, business cards, verbally, events we may host, speak at or attend. This includes the prospective customer’s business contact information, which includes their personal information and details about each opportunity. This processing is in Limotec’s Legitimate Interests or fulfilling our requirements when entering into or in the Performance of a Contract with a customer.
Data Types: Name, email addresses, address, telephone details, customer and supplier bank account details, signatures, business contact details.
Financial management, accounting and administration
Our financial management and accounting services process basic customer contact information in order to fulfil our accounting requirements. This ranges from invoices, account details, timesheet approvals, statement of works, terms and conditions and bank details. We use a cloud based solution to process this data and use a separate cloud based document storage solution. This processing is primarily to enable us to perform our side of the contract with our customer and meet our legal obligations for financial reporting.
Data Types: Name, email addresses, address, telephone details, customer and supplier bank account details, signatures, business contact details.
Use of third parties
We use third party system providers to enable us to deliver our services effectively and store our information (including personal data) securely, which allows us to focus on delivering our industry leading security and privacy solutions to our customers. Our providers consist of:
Our own infrastructure
We used world leaders in cloud-based infrastructure services, which means that the provider looks after all of the physical equipment and management of it and Limotec do the rest. This means that there are high levels of physical security on our systems and Limotec provide additional layers above that. We build our systems and services in these environments, which also allow you to choose the location of where data is held (including personal data). Limotec always choose the EU, which means if we deliver a service from these systems, data will reside in the EU.
Email, office applications and document storage
We use an externally hosted provider for these services who are world renowned experts in providing these services. The data is all processed in Europe and we are responsible for ensuring its configured securely. These systems are critical to our company and if you have dealings with us, no doubt your data will be held within these, unless its been deleted, as we no longer required it.
Sales Management Solution
We use an internally hosted system to record all sales related information such as prospect information.
Financial Accounting Software
We use an industry recognised financial software solution, which is hosted internally in Belgium. This system contains our customers business contact information and associated invoicing and financial material.
Human Resources (HR)
Along with our customers, our employees are the lifeblood of Limotec. Therefore we chose an industry recognised HR system that would allow us to manage and support our employees effectively. It is hosted in Belgium and only retains Limotec Employees data (past and present).
Security of personal data
At Limotec we take the security of personal data extremely seriously. We have implemented a mixture of cyber security controls, encryption and an Information Security Management System (ISMS). We assess security for Confidentiality, Integrity and Availability to ensure that data remains protected, accurate and available for its intended purposes. Some of the core controls we have implemented as part of these certifications are:
- Multi-Factor Authenticatie (MFA) on all internet-based systems.
- Encryption of data at rest and in transit.
- Technical assessments of our systems for vulnerabilities and configuration weakness.
- Controlled access to only approved individuals.
- Screening of all employees.
- Data handling training and for all employees.
- Policies and procedures on secure operations and configuration of systems.
International data transfers
Primarily our systems and services are all located within Belgium and other European Union countries. Your Personal Data will be processed outside of Europe and in countries that are deemed not to have adequate safeguards in place. This is because some of the locations of where some of the industry leading systems we use are hosted in the EU but process data outside of EU in countries such as but not limited to the United States of America.
There may also be rare occasions where our employees work outside of Europe and access systems from outside the EEA.
Limotec have implemented appropriate measures to ensure an adequate level of protection of your Personal Data at all times, when processed to countries outside of Europe and countries deemed to have inadequate safeguards. If you have any questions or would like to obtain copies of safeguards in for a specific set of processing, then please contact us with the specific request.
Your rights in relation to your data
Under Data Protection Law you have a number of Rights that are focussed on placing you in control of how your data is processed.
You can exercise these Rights by contacting us:
Post: Data Protection, Limotec BVBA Bosstraat 21, B-8570 Vichte Belgium.
Telephone: +32 (0)56 650 660
We may ask you for identification prior to disclosing any data, as we need to ensure we only disclose information to the person entitled to it.
You have the following Rights in relation to the processing of your personal data;
Right to be informed: You have the right to be provided information on how your personal data is processed.
Right to access: You have the right to have access to the personal information we hold about you.
Right to rectification: This relates to the right to rectify any inaccurate personal information we hold about you.
Right to erasure: The right to request that we delete your data, or stop processing it or collecting it, in some circumstances.
The right to object: You have the right to object to the processing of your data, such as requesting us to stop sending you marketing communications.
Right to data portability: You can request your personal data to be sent to another service provider.
Right to lodge a complaint: You can lodge a complaint with Data Protection Regulator, which for us is the Belgium Data Protection Authority, using the below details;
Postal Address: Data Protection Authority, Rue de la Presse 35, 1000 Brussels
Tel +32 (0)2 274 48 00
Fax +32 (0)2 274 48 35
E-mailadres: contact(at)https://apd-gba.be/
Ultimately, we want you to be in control of your personal detail so feel free to get in touch and ask any questions.
Changes to your privacy with us
Of course, from time to time, things change and at Limotec we are always striving to continually improve our business operations and services we deliver to customers.
Some changes may result in changes to our privacy information and this page, to ensure we are transparent about how we are processing your data at all times.
When any significant changes in the way we protect your privacy are made, we will make this clear on our website or by other means of communication such as email, so that you are able to review the changes and make an informed decision as to whether you want to exercise any of your rights in relation to the processing of your personal data.